workday time and absence time approver user guide · 2019-07-02 · workday time approver user...

Workday Time and Absence Time Approver User Guide

TIME AND ABSENCE

SHARED SERVICES

Workday Time Approver User Guide

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Table of Contents Before You Begin ..................................................................................................................... 5

Legend ...................................................................................................................................... 5

Chapter 1: Introduction to Workday Time and Absence ....................................................... 6

Objectives .............................................................................................................................. 6

Workday Time and Absence Overview ................................................................................... 6

What is Workday Time and Absence? ................................................................................ 6

Why is Workday Time and Absence Important? .................................................................. 6

Benefits to Users ................................................................................................................. 7

Roles and Responsibilities .................................................................................................. 7

Summary ...............................................................................................................................10

Chapter 2: Exploring the System ...........................................................................................11

Objectives .............................................................................................................................11

Exploring Workday ................................................................................................................11

Logging In ..........................................................................................................................12

Worklets ................................................................................................................................14

Workday Profile .....................................................................................................................15

Workday Inbox ......................................................................................................................15

Notifications ...........................................................................................................................16

To customize your notification preferences: .......................................................................16

Navigation Basics ..................................................................................................................17

Signing Out ........................................................................................................................18

Summary ...............................................................................................................................19

Chapter 3: How Workers Record Time ..................................................................................20

Objectives .............................................................................................................................20

Introduction ...........................................................................................................................20

Time Worklet .........................................................................................................................21

Using the Web Clock .............................................................................................................22

To check in and check out with the web clock: ...................................................................22

Workers with Multiple Jobs ....................................................................................................25

Entering Time as a Timesheet User ......................................................................................26

Entering Time via the Timesheet ........................................................................................26


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Submit Time ..........................................................................................................................31

To Submit Entered Time: ...................................................................................................31

Using the Time Clock Swiping Device ...................................................................................34

To clock in using the time clock swiping device: .................................................................35

To clock out using the time clock swiping device: ...............................................................36

Timesheet Overview ..............................................................................................................38

Time Blocks ...........................................................................................................................40

Summary ...............................................................................................................................41

Chapter 4: Time Tracking Management .................................................................................42

Objectives .............................................................................................................................42

Time Interpretation ................................................................................................................42

Responsibilities for Tracking Time .........................................................................................42

Team Time ............................................................................................................................43

Viewing Time .........................................................................................................................44

Viewing a Worker’s Time ...................................................................................................44

Viewing Time Clock History................................................................................................46

Viewing Your Own Timesheet ............................................................................................50

Entering Time ........................................................................................................................52

New Workers .....................................................................................................................52

Enter Time for Worker ........................................................................................................52

Auto-fill from Schedule .......................................................................................................55

To auto-fill from schedule: ..................................................................................................55

Applying Premiums and Bonuses ..........................................................................................59

Premium Types ..................................................................................................................59

Providing a Lump Sum Premium and Higher Grade Differentials .......................................60

To Apply a Premium ..........................................................................................................60

Correcting Time .....................................................................................................................63

Current Workers .................................................................................................................63

Correct Time for Worker .....................................................................................................63

Correcting a Lunch Break ......................................................................................................66

Waive Lunch Process ........................................................................................................66

Schedules .............................................................................................................................70


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To Assign a Work Schedule ...............................................................................................70

Edit a Scheduled Event .........................................................................................................73

To Edit a Scheduled Event .................................................................................................73

To View Team Schedule: ...................................................................................................75

Schedule Errors .................................................................................................................77

Approving Time .....................................................................................................................77

How to Approve Time........................................................................................................79

Summary ...............................................................................................................................82

Chapter 5: Absence Management ..........................................................................................83

Objectives .............................................................................................................................83

Introduction ...........................................................................................................................83

Time Off Types ......................................................................................................................86

Paid Time Off Balance ...........................................................................................................86

Viewing Paid Time Off Balance .............................................................................................87

To View Time Off Balance: ................................................................................................88

Reporting Time Off ................................................................................................................89

To Report Time Off: ...........................................................................................................89

Time Off Balance Errors .....................................................................................................92

Enter Time Off for a Worker ...................................................................................................93

To Enter Time Off for a Worker: .........................................................................................93

Banking a Holiday .................................................................................................................95

Viewing Time Off ...................................................................................................................96

To View Time Off Requests: ..............................................................................................96

Viewing the Team Absence Calendar ....................................................................................99

To View the Team Absence Calendar ................................................................................99

Correcting Time Off for Workers .......................................................................................... 100

To Correct Time Off ......................................................................................................... 100

Approving Time Off.............................................................................................................. 103

To Approve Pending Time Off Requests ......................................................................... 104

Summary ............................................................................................................................. 106

Chapter 6: Using Monthly Time Off Confirmation Reports ................................................ 107

Objectives ........................................................................................................................... 107


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Overview ............................................................................................................................. 107

Submitting Your Own Monthly Time Off Confirmation Report ........................................... 107

Approving a Monthly Time Off Confirmation Report ............................................................. 109

To Approve a Monthly Time Off Confirmation Report: ...................................................... 109

Summary ............................................................................................................................. 111

Chapter 7: Reports ................................................................................................................ 112

Objectives ........................................................................................................................... 112

Introduction ......................................................................................................................... 112

Report List ....................................................................................................................... 113

Summary ............................................................................................................................. 117

Chapter 8: Additional Information ....................................................................................... 118

Human Resource Partners .................................................................................................. 118

Requesting and Approving Vacation Advances ................................................................... 118

Intermittent Leave ................................................................................................................ 118

Appendix A: Resources ........................................................................................................ 119


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Before You Begin This user guide is a comprehensive training resource for staff that function as Time Approvers

for the University of Chicago’s time and absence system. This resource may be used as a

reference guide to understand the functionality and responsibility you will utilize to approve

worked time and absence requests.

Additional Training Resources

While this guide provides the basic information you need as a Time Approver, we strongly

encourage you to refer to the video demos, and quick reference guides which are available at:

https://workday.uchicago.edu/time_absence

Legend The chart below illustrates icons that are used throughout this user guide. The icons serve to

call out specific processes, important notes, and training items for you to be aware of.

Notes: important policy or process steps to be aware of

Process: step by step instructions of system process in Workday

Objectives: key concepts that are covered in each chapter

Caution: note of caution for frequently missed process steps

https://workday.uchicago.edu/time_absence


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Chapter 1: Introduction to Workday Time and

Absence

Objectives After completing this module, you will be able to—

Understand the overview of Time and Absence

State the purpose of Workday.

Identify your role and responsibilities in using the system.

Workday Time and Absence Overview

What is Workday Time and Absence? Workday is the University of Chicago’s Human Resource Information System (HRIS) for

reporting time for all biweekly-paid workers including permanent, temporary staff, and students.

Monthly-paid, exempt workers use it to report absences. Faculty and other academic workers

do not report their time or absences, but may use Workday to approve time and absences for

other workers.

In this course, you will learn how to use Workday to view, correct, and approve time as a Time

Approver. A Time Approver is anyone who supervises or tracks other workers’ schedules. In

addition, you will learn how to schedule absences, approve Monthly Confirmation Reports, and

run management reports. If you are a non-exempt worker, you will also learn how to record your

own time and report your own absences.

The University requires all biweekly-paid workers to record daily work time and absences, and

then submit their time for approval.

Why is Workday Time and Absence Important? Workday eliminates the separate functionality between payroll and the tracking of time and

absence management. This system removes the inefficiencies, complex data integrations, and

multiple systems of record for payroll information.

The purpose of the system implementation is to integrate time tracking and absence

management tasks into Workday. This key service will more fully integrate payroll functionality

into one system of record and will bring the entire UChicago community a more efficient and

user-friendly experience.


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Benefits to Users

Provides ability to view and approve time online

Offers ability to approve vacation and personal holiday time online

Offers enhanced reporting by:

o Presenting real time data

o Displaying accrual balances

o Tracking patterns of absenteeism

o Tracking types of pay (such as overtime)

o Maintaining equalization of overtime opportunities

Offers self-service features that allow you to:

o Check daily entries

o Check available paid time-off balances

o Request vacation and personal holiday time off online

Assists with visibility into team scheduling

Directly integrates with payroll module

Immediately reflects changes to worker’s record

Assists in FMLA compliance

Provides automatic coding for University holidays

Workday is easy to use. The tasks you perform will depend on your particular role. This guide

will take you through the basic steps needed for Time Approvers to use Workday.

Caution: It is extremely important that workers report their time according to the

requirements of their job assignments. Their pay will depend on it! It is also important

that supervisors approve the worked time on a timely basis.

Roles and Responsibilities Before using Workday for time and absence functionality, it is important to understand the

different roles and responsibilities users have in the system. Your job classification and your

supervisory responsibilities determine your role.

In general, users of the time and absence system can be classified into several groups:

1. Workers – users who enter time and/or days absent.

2. Time Approvers – supervisors who correct and approve time for payroll purposes. This

group can include faculty and other academic workers.

3. HR Partners- users who can approve and correct time for all workers in a unit.


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Workers

Workers can be categorized by the frequency of when they are paid.

Biweekly paid workers: includes staff, students and temporary workers who are

responsible for reporting their time.

o Web clock users will access the Time worklet where they will check in and out.

o Time clock users will swipe their UChicago cards at a time clock device.

o Timesheet users will record worked hours via a Timesheet.

All biweekly workers can use Workday to record their time, report absences, view

accruals, and request time off.

Note: Temporary workers and students can only request Chicago Paid Sick

Leave. Union employees may have additional absence types.

Monthly workers: include staff who will use the system to report absences at the end of

each month. They will not record worked hours.

All workers, biweekly and monthly, can view their accruals at any time.

Time Approvers

A Time Approver:

Has first-hand knowledge of the hours the worker actually worked, and types of

absences incurred in order to accurately verify the hours reported.

Is aware of the legal obligation to accurately complete the time reporting process and

abide by appropriate audit rules and internal controls; and is aware of the penalties for

falsification of time reporting.

Is only able to view, correct, and approve time for workers assigned to their supervisory

organization.

Is aware of issues related to charging hours to sponsored awards (if applicable to the

worker’s position)

As a Time Approver, you will not only approve time for all workers who report to you, but may

also have to record your own time or monthly absences. The method you use will be determined

by your particular role.

Time Approvers who are biweekly workers need to report their hours using the web

clock or timesheet.

Time Approvers who are in benefits eligible positions report their own absences and may

approve time and absences for both monthly and biweekly workers.


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Note: All Time Approvers are responsible for entering their own time and

reporting their absences based on their role and according to University policy.

For more information, please review the University policies:

https://humanresources.uchicago.edu/fpg/policies/500/p502.shtml

Time Approvers can delegate a supervisor or administrator to approve time in case they are

unavailable or out of the office. Delegates have the same approval authority as the main Time

Approver. When the main Time Approver is not available, the delegate Time Approver may

approve time for those workers.

A delegate Time Approver:

Is a back-up to the Time Approver and is assigned to approve the worker’s time and

absence records when the Time Approver is not available;

Has first-hand knowledge of the hours the worker actually worked and types of absences

incurred in order to accurately verify the work hours reported;

Is aware of issues related to charging hours to sponsored awards (if applicable to the

worker’s position);

Is aware of the legal obligation to accurately complete the time reporting process and

abide by appropriate audit rules and internal controls; and,

Is aware of the penalties for falsification of time reporting.

HR Partners

HR Partners can enter and correct time, and address most of the issues that may arise within

their supervisory organization. HR Partners can also request and correct absences on behalf of

the worker. These tasks will route to the Time Approver’s Inbox for approval instead of the HR

Partner’s Inbox.

https://humanresources.uchicago.edu/fpg/policies/500/p502.shtml


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Summary In this module, you were introduced to Workday, the University’s system for reporting time for

staff and student workers. You should now be able to:

Understand the overview of Time and Absence

State the purpose of Workday.

Identify your role and responsibilities in using the system.


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Chapter 2: Exploring the System

Objectives After completing this chapter, you will be able to:

Log into the Workday system.

Understand the functionality of the Inbox and Notifications

Navigate parts of the Workday screen.

Sign out of the Workday system.

Exploring Workday With the Workday system, biweekly workers enter their time either by using the web clock within

Workday, swiping their ID cards through a physical swipe clock device, or by entering time via

the timesheet. Either way, a worker’s time records are instantly available to Time Approvers for

viewing, correcting, and approving online. At the end of the pay period, the time information is

transmitted electronically to the Payroll system for processing paychecks.

Monthly, exempt workers are only required to use Workday to report their absences at the end

of each month. These workers are not required to record their work hours. All workers can

schedule time off and view time schedules and accruals if applicable.

This module will provide an overview of how to log in, and navigate through the Workday

system.


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Logging In The Workday application requires a computer and access to the internet. You must have

a CNetID and password to login.

Note: If you do not have a CNetID, you must obtain one. Go to http://cnet.uchicago.edu

and follow the instructions for obtaining a CNetID.

1. Make sure your browser supports Workday.

Contact your local IT help desk or IT Services (773-702-5800) if you have questions

about your browser or experience any issues. For Booth School of Business, please

contact [email protected].

2. Go to workday.uchicago.edu

Click “Log in to Workday” and you will be routed to the login page where you will be

using your CNetID and password to access Workday via the Shibboleth portal.

If you don’t have a CNetID, or can’t remember it, please go to http://cnet.uchicago.edu.

http://cnet.uchicago.edu/

mailto:[email protected]

https://workday.uchicago.edu/


http://cnet.uchicago.edu/


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3. Discover Workday@UChicago!

Once logged in, the Workday homepage will display. You can use Workday as your

single site to manage your time tracking and absence information.

Note: After 3 failed attempts to log in, the system will lock your account for a period

of up to 30 minutes.


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Worklets Worklets are icons displayed on the homepage that provide access to groups of related tasks,

and are used to organize tasks and reports by functional areas. Worklets can be customized to

provide shortcuts to frequently used tasks.

As a Time Approver, there are a few worklets that you will specifically have access to including

the Team Time and Team Time Off worklets. These worklets will allow you to track your team’s

worked time as well as any absences reported.


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Workday Profile All users will have access to their Workday Profile. This profile can be accessed by logging into

the system, and clicking on the “cloud” icon in the upper right hand corner of the screen.

The Workday Profile menu includes:

Home: a link to the homepage in Workday.

Inbox: houses all of the tasks or To-Do actions assigned, or updates on actions you

have taken.

Notifications: displays the updates on the action you have taken.

My Account: allows you to change the account settings and preferences.

Sign Out: Allows you to log off from your Workday account.

Workday Inbox The Workday Inbox is a key feature of Workday and will be your center for taking action. It

displays:

Actions: This tab displays the items that require completion and tasks, including requests to

approve time from the worker. You can complete a task by clicking the Submit button or park it

for later action by clicking the Save for Later button.

Archive: This tab displays the processes that you have previously completed in your archive. At

any time, you can identify the status of a process under the Archive tab of your Inbox by finding

the task and clicking the Process tab


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Notifications A significant part of using Workday is receiving tasks and items to take action on. Notifications

help make you aware of processes as soon as they happen. You can customize the

preferences of your notifications within the Workday Profile.

To customize your notification preferences: 1. Click on the Cloud icon in the upper right hand corner, and select My Account.

2. Next, click on Change Preferences

3. The Preferences screen will display. Adjust the settings according to your preference to

either Disable or Enable the various notification types shown.


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Navigation Basics When navigating through Workday, the following chart will assist you in searching and filtering

through data.

Navigation Term Icon Description

Home

Home icon will return the user to the default landing page.

Search

The Search function will be the primary point to access data, business processes and transactions. The search box is available on all Workday screens.

Search Prefixes

These are used to limit the retrieved results. For a list of search prefixes based on your security, type “?” in the search box.

Predictive Search

Allows for partial entry of search criteria. While typing, Workday will display results based on data entered. If initial results are not what was desired, hit Enter to display the full list of results.

Filter

Data fields in a grid may be filtered by selecting the filter icon.

Export Data can be exported to

Excel.

Display as Chart Report can be viewed as

a chart.

Print

Allows for reports or charts to be printed or exported into a PDF file


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Signing Out When you have finished using Workday, always be sure to log out. If you do not log out,

another person may knowingly or unknowingly have access to your information and may

compromise your time reports.

1. To sign out, click your name in the upper right corner of the screen and select “Sign

Out”:

Note: If you do not log out and are not using the application, the system will

automatically log you out after a 20-minute period of inactivity.


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Summary In this module, you were introduced to an overview of the Workday system. You should now be

able to:

Log into Workday system.

Understand the functionality of the Inbox and Notifications

Navigate parts of the Workday screen.

Sign out of the Workday system.


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Chapter 3: How Workers Record Time


State the importance of workers recording time in relation to their pay

Describe how users can enter time using the web clock, time clock swiping

device, and timesheet

Understand the layout of the timesheet and time block

Introduction As an approver, it is important for you to understand the various ways workers are logging their

worked time. With this knowledge, you will be able to assist them in the essential task of

recording their time.

Monthly-paid workers are exempt and are not required to clock their time. However, they are

required to complete a Monthly Confirmation Report at the end of each month.

It is very important that biweekly workers clock in and clock out every work day. Clock times are

used to determine their pay. When a worker clocks in and out, time blocks are added into the

worker’s timesheet. The timesheet calculates entries based on rules for your worker group. For

example, the timesheet rounds up to six minutes before or after the scheduled start and end

times. The system will automatically account for your scheduled lunchtimes.

Recorded time is processed so that workers can be assured of receiving the correct pay for

regular work hours as well as for overtime and premiums. Timesheets are populated by the

clock data and the data from the timesheet is sent to the payroll system for processing.


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Time Worklet The Time worklet located on the Workday homepage is the main area where workers complete

any activities related to time tracking.

Enter Time: this is where workers enter time, and review their timesheet.

View: this section will allow workers to view their schedule, view any time off requested,

view time off balances, and also view their time clock history.

1Time Clock: Using the web clock feature, workers will check in and check out to record

their work related activities. Workers who enter time via a time clock swiping device or

time sheet may not see the web clock.

1 The Time Clock will display for web clock users only.


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Using the Web Clock

Note: This section is only for those biweekly workers who use the web clock.

Most biweekly-paid workers will use a web clock to clock their work time. If you are an approver

who is paid biweekly, you will also use the web clock.

The web clock is available from within the Time worklet located on the homepage in Workday.

Workers will utilize the web clock for checking in and checking out for work related activities.

To check in and check out with the web clock:

1. Click on the Time worklet from the Workday homepage

2. Under the Time Clock section, click Check In to start the web clock at the beginning of

your work period.

3. A pop up window will appear. The details such as Worker name, Date, Time, and Time

Zone will auto-populate. Please ensure you fill in the Time Type field with the correct

value. 2Click the Prompt icon to select any other fields that apply.

2 If you have multiple positions, please choose the correct position to clock into.


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Caution: If you have multiple positions, it is very important that you select the correct

position on this screen. This will ensure you are clocking the correct hours for the

specific position you are working that day.


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4. A confirmation stating your check in was successful will display along with a time stamp.

Click Done to complete the process.

5. The Time Clock section will now display the time checked in.

6. To check out of the web clock at the end of your work period, click Check Out.

7. Select a value from the Reason section.

8. A confirmation stating your check out was successful will display along with a time

stamp. Click Done to complete the process.


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9. The Time Clock section will now display the time checked out.

Workers with Multiple Jobs In some cases, a worker (usually a student worker) may have more than one job. The jobs may

have different approvers and pay at different rates. For this reason, Workday allows workers

with multiple jobs to select which position in which they choose to record time.

Caution: Workers must clock to the correct job to get their time approved and to get

paid properly. This is very important because different jobs may pay at different rates.

Workers with multiple jobs have one of the jobs set as the default job. When they first

access the web clock, the default job is selected. If the worker wants to record time to a different

job, they can select the position before clicking the “Check In” button.


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Entering Time as a Timesheet User Timesheet users can record time in multiple ways. You can enter your time for each day within

the calendar view, or enter time for the whole week.

When entering your time, you must input the time at the beginning of your work period, as well

as the time at the end of your work period. Time can be entered in the hour and minute format

(ex: 09:00 AM) within the respective fields.

Entering Time via the Timesheet

1. To access your Timesheet, click on the Time worklet.

2. Under the Enter Time column, choose to enter your time for the respective week by

choosing from one of the following options:

This Week: this option displays the timesheet for the current week

Last Week: this option displays the timesheet from last week

Select Week: this option allows you to view a timesheet from a specific week


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3. Once you have selected the week to enter your time, the timesheet will display. The first

way to enter your time is by clicking directly on the time sheet for the day you choose to

enter time. The selection will turn blue and open up a time block to enter in your data.

Once the time block opens up, you must fill out the following fields:

Time Type: this is the type of time you are recording. Typically, this will be listed

as “Worked Time” to document normal worked hours. Click on the prompt icon to

choose from your available Time Types.

In: this is the time you record at the beginning of your work period. Time can be

entered in the hour and minute format.

Out: this is the time you record at the end of your work period. Time can be

entered in the hour and minute format.

Out Reason: Whenever you enter time in the Out field, you must select a

reason for the end of that work period such as Meal for lunch time, or Out if you

are at the end of your work period for that day.

Hours: this field will auto populate based on the time that you have entered for

the In and Out fields.


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Click OK when you are done entering in time for that day.

4. Another method to enter time is through the selection at the bottom of the timesheet.

Click on the button titled Enter Time to choose alternate options to enter time:

Enter Time: this option allows you to enter your In/Out times for each day of the

week. Enter the time for the In, Out, and Out Reason fields and include the Time

Type field for that day. Click on another day of the week using the tabs listed at the

top to enter time for another day. Click OK to return to the timesheet.


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Enter Time by Type: this option is for workers who have multiple time types. Enter

in the Time Type and Worktags using the Prompt icon. Then enter in the daily hours

for each day to total your weekly hours. Click OK to return to the timesheet.

Enter Time by Week: this option allows you to enter time for the entire week on one

page. Enter in the In/Out hours, and click on the “+” sign to add additional rows.

Your daily hours are listed in the upper right hand corner.


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Click Next to proceed to the confirmation page. This page will display the Daily Totals

entered, and provide a Weekly Totals chart to confirm your entered time. Click Save to

return to the timesheet.


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Submit Time Bi-weekly workers who enter time via the web clock or timesheet will be able to submit their time

entries for approval. Submitting time entries will allow the entered time to be routed to the time

approver’s inbox. Workers should check with their supervisor or time approver to review the

frequency of how often time should be submitted.

If a worker does not submit their time, it will automatically be submitted through Workday. A

mass submission process will run at the end of the payroll period. Time Approvers must make

any corrections prior to the end of the pay period.

To Submit Entered Time:

1. Click on the Time Worklet

2. Under “Enter Time”, choose from one of the following options:

a. This Week: use this option to display the clock data for the current week

b. Last Week: use this option to display the clock data from the previous week

c. Select Week: use this option to display the clock data from any week by

selecting a date from the calendar screen.

3. Your entered time appears on the respective date as time blocks. Click the green

Submit button to route the time entries to your Time Approver.


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4. A verification page will display showing the summarized hours that will be routed for

approval. Click Submit to confirm the submission.


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5. A confirmation page will now display showing your time entry has been submitted.



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Using the Time Clock Swiping Device Note: This section is only for biweekly workers who use the time clock swiping

device.

Some biweekly-paid workers will use a time clock device to record their work hours.

Time clock users will swipe their Chicago Cards at designated kiosks at the beginning and end

of each work session.

The time clock device consists of a small display area, a keypad, and a slot for sliding your card.

The display area shows “University of Chicago” along with the date and time.

Display Screen

Keypad


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To clock in using the time clock swiping device: When you record time via the time clock swiping device, the system records the current

time and respective action. Please use the following steps to clock in using the touch

screen or keypad:

1. Press the “Clock In” button on the key pad or touch screen

2. The worker will be prompted to “Swipe Your Badge”. The worker will swipe their

badge through the magnetic strip reader to the right of the clock.

3. The screen will now display a message stating the worker has successfully clocked

in.

4. Please hit the “Enter” button to accept the swipe, and return the display back to the

main screen otherwise the terminal will time-out automatically in 3 seconds.


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To clock out using the time clock swiping device: When you record time via the time clock swiping device, the system records the current

time and respective action. Please use the following steps to clock out using the touch

screen or keypad:

1. Press the “Clock Out” button on the key pad or touch screen

2. The worker will be prompted to “Swipe Your Badge”. The worker will swipe their

badge through the magnetic strip reader to the right of the clock.

3. The screen will now display a message stating the workers has successfully clocked

out.


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4. Please hit the “Enter” button to accept the swipe, and return the display back to the

main screen otherwise the terminal will time-out automatically in 3 seconds.

If you do not have computer access, please follow your departmental procedures for reporting

absences and scheduling future absences such as vacations. See your supervisor for any

assistance.


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Timesheet Overview The timesheet will display several key dates and information for all workers and Time Approvers

to be aware of.

At the top of the screen, a summary of hours will be displayed.

Regular Hours: displays the total hours entered at the regular base pay rate

Overtime: displays the entered time that qualifies for the overtime pay rate

Time Off: displays the total amount of approved time off

Unpaid Time Off: displays the total hours of unpaid time off for the week

Total Time: displays a subtotal of all regular, overtime, time off, and unpaid time off for

the week.

On the calendar, the time blocks are categorized into two halves of the display. On the top half

of the calendar, key information displayed will be:

Automatic Lunches: lunches that are automatically inserted into a worker’s schedule

Vacation: any reported vacation requests will display with the total hours and status

Sick Leave: any reported sick leave with the total hours and status

Time Period Lockout Dates: the dates for the current pay period to notify the work of

the current payroll deadlines

Pay Dates: the scheduled pay date for the current payroll period

Adjustments for Rounding: workers that have fixed schedules and clock times within

the grace period allowed will show the rounded difference on as a time block


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On the bottom half of the calendar, an hourly schedule for each day will show the individual time

blocks. Information included here will be:

Time blocks: calculated worked times that display the start and end times, total hours,

and status of the entered time. Time blocks are typically color coded to provide the

worker with a quick visual to review if their time entry has been approved.

You can click on each individual time block to review details for that specific day. Each time

block will list the status, reported quantity, and time entry code, as well as the time stamp of the

clock data.

If you work on a schedule, you will be given a six minute grace period on either side of your start

and end times. For instance, if you are scheduled to work from 8:30 am to 5:00 pm, and you

clock in at 8:24 and clock out at 4:54, your work time will still be reported as 8:30 to 5:00.

Caution: If you are on an open schedule, you will not have a six minute grace period.

Also, on an open schedule, you will have to clock in and out for lunch.


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Note: You are paid according to the data on the timesheet, not directly off the clock data.

There may be slight differences between time shown in the clock data versus the

timesheet due to a six minute grace period at the beginning and end of your scheduled

work time.

Time Blocks Time blocks are segmented slots on the calendar that display information about your clock data.

The calendar displays time into two halves on the screen; the first half of the screen will display

any automatic lunches, vacation, sick, and holiday hours. The bottom half of the screen will

display the time blocks of worked time that has been entered.

The following chart will help illustrate what each time block represents:

Status Description Screenshot

Submitted Time block has been submitted to the Time Approver

Not Submitted Time block has been created

but not submitted to Time Approver

Needs Attention Time block needs attention;

usually displayed in cases of unmatched time blocks

Approved Time block has been approved by Time Approver

Paid Time block has been

approved and worked time has been paid out


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Summary After completing this chapter, you should now be able to:

State the importance of workers recording time in relation to their pay

Describe how users can enter time using the web clock, time clock swiping

device, and timesheet

Understand the layout of the timesheet and time block


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Chapter 4: Time Tracking Management


Describe the role and responsibilities of a Time Approver for tracking time

Access the Team Time worklet to review a worker’s recorded time

Review time entries for workers

Enter and correct time for workers

Apply premiums where necessary

Make temporary schedule changes for biweekly workers

Approve entered time for workers in your organization

Time Interpretation By law, all workers must be paid for all worked time including overtime regardless of where work

is performed, budgets, and approval by supervisor. With Workday, all clocked time will be

reported and paid even if it is not submitted or unapproved.

Remember, biweekly-paid workers must record their work hours in the system. Monthly-paid

workers do not record their work hours, only their absences.

Responsibilities for Tracking Time As a Time Approver, there are three main responsibilities you have when tracking time. You will

have the ability to View, Approve, and Correct time on behalf of workers in your supervisory

organization.

Viewing Time

o You will be able to view time entries for biweekly workers who record their time using

a web clock, time clock device, or timesheet.

o As a Time Approver, you can view a worker’s time in Workday via their timesheet,

the Time Clock History report, and even view your own time if you are a biweekly

worker.

Correcting Time

o While biweekly workers cannot correct their time, you as a Time Approver can make

corrections where necessary, and approve time.

o Corrections may include correcting incorrect swipes via the time clock, adjusting in

and out times, or indicating premiums.

o You can correct the position of time blocks for workers

o You can assign, adjust, and make temporary schedule changes for biweekly

workers.


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o You can also apply premiums where necessary

Approving Time

o You, the approver, will access worker time records and review them on a regular

basis. You may want to do this daily, weekly, or biweekly, but you must do this within

one business day (i.e., Monday, 5:00 pm) after the end of the pay period if you want

to make corrections.

o The Biweekly payroll deadline is 5:00PM the Monday before Payday unless noted on

the payroll calendar.

Team Time As a time approver, you will have access to the worklet titled “Team Time” which enables you

to review, correct, and request time off on behalf of your workers.

In the Team Time worklet, you will have access to several functions.


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Actions: this section allows you to take action on behalf of your worker by enabling you

to review their entered time, and enter worked time.

View: this section allows you to view your team’s work schedule, the history of their

clocked time, and any requested or approved time off.

Viewing Time Prior to approving time in Workday, you should be able to guide a worker in viewing their time to

ensure all time entries are correct. This will help minimize any errors or adjustments needed in

the future prior to approval. There are several methods to view a workers time as well as your

own time in Workday.

Viewing a Worker’s Time You can view the worker’s timesheet to see the time entries and the status on the time

block.

1. Click on the Team Time worklet.

2. Click on Enter Time for Worker.


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3. Type in the Worker name and select the date of the time period you are reviewing.

You can use the Prompt icon to select the name from your team or organizations, or

simply type it in. Click OK.

4. The timesheet will display. Once you have approved the entered time, the time

blocks will display with a green check box, along with the status of Approved listed

on it.


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Viewing Time Clock History Viewing Time Clock history will show you a report display of all checked in and out times

for the worker.

1. Click the Team Time worklet.

2. Under the “View” section, click on Time Clock History.


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3. Populate the “Worker” field with the name of the worker you are reviewing. You can

type the name of the worker in this field or select the “Prompt” icon to choose from

several drop down menus including:

a. My Team: this allows you to choose the individual workers that are assigned to

your team.

i. Upon selecting this option, a list of your team will display. Click on the

radio button next to the name of the worker you choose.

b. Employees by Manager: this selection allows you to view the managers loaded

in the system, and then choose the appropriate worker.

c. Employees by Organization: this selection allows you to view all of the

organizations listed in the system to find the appropriate worker.


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Note: Choose the “My Team” selection as the other options may time out due to a

large amount of data needed to populate.

4. Enter the Start Date to choose the beginning of the time period you are choosing to

view and click OK at the bottom of the screen.

5. The Time Clock History chart will display. You can now view the worker’s recorded

clocked times in the chart. The type of clocked in time including check in, check out,

and lunch breaks are recorded. To view the clock data in a calendar view format,

click on “View Time Calendar for Worker”.


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6. Enter the beginning of the time period you are choosing to view, and click OK.

7. The calendar will display with the entered time displayed on each day as time blocks.


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Viewing Your Own Timesheet If you are a Time Approver and a biweekly-paid worker, you will also have a timesheet.

You can also view your own time entries via the Time worklet.

Note: Monthly-paid workers do not enter time.

1. Select the Time Worklet.

2. Under “Enter Time”, choose from one of the following options:

a. This Week: use this option to display the clock data for the current week

b. Last Week: use this option to display the clock data from the previous week

c. Select Week: use this option to display the clock data from any week by

selecting a date from the calendar screen.


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3. Your entered time appears on the respective date as a time block.


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Entering Time As a time approver you can manually input time entries for workers. You may need to enter

time:

For new workers during their first week if necessary

When a worker forgets to check in or out

To apply premiums and overrides as appropriate.

New Workers As part of the onboarding process, new hires will have access to Workday immediately. This

streamlined process will allow a new worker to input their time into Workday as soon as their

first day. If there are any issues with onboarding or access, you as a time approver can enter

time on behalf of the worker via their timesheet until they have access to the Time worklet.

Note: Workers will not be paid until their official onboarding process is complete and a

pay group is assigned.

Enter Time for Worker When a worker has not submitted any time entries, you may need to enter time on their

behalf.


2. Under the Actions section, click on Enter Time for Worker.

3. Fill in the Worker field with the name of the Worker by either typing it in, or by clicking on

the Prompt icon and selecting from the respective drop down menu. Fill in the Date

field.


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4. Click OK.

5. Click on the specific day on the timesheet to open up a time block, or click on the Enter

Time button located in the bottom left hand corner of the screen and choose Enter

Time.

Note: There are multiple ways to enter time. Please choose the method that is

most convenient for you.


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6. When the time block opens up, fill in the appropriate fields:

In the Time Type field, select Worked Time.

Adjust the In and Out fields to indicate the start and end times.

Select the appropriate Out Reason to identify if the worker checked out for their

Meal or to signify the end of their work period.

Select the correct position from the Position field menu to attach the worked

time to the worker’s correct position.

7. Click OK.

8. Click Submit on the timesheet when you have completed entering in the worked time.


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Auto-fill from Schedule When entering time for workers who have a schedule, you can use the auto-fill feature to

automatically enter time blocks for the week. This process will help you avoid entering in

individual time blocks for each day, and populate worked time through one seamless step. .

To auto-fill from schedule:





field.

4. Click OK.


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5. The timesheet will now display. Click on the Enter Time button located in the bottom left

hand corner of the screen and choose Auto-fill from Schedule.

6. The next page will display a list of the worker’s scheduled hours that will be copied as

time blocks and applied to the current week. You can then make changes to the time

blocks as necessary.


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7. Click OK.

8. The newly entered time blocks will now display on the timesheet. The status will display

as Not Submitted.

9. Click Submit to route the time entries for approval.


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10. The next page will display a summary of the total hours for the week.

11. Click Submit.

12. A confirmation page will display stating the time entries have been successfully

submitted. Click Done to complete the process.


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13. The timesheet will now display with the time blocks showing a status of Approved.

Note: Time blocks can still be adjusted after the entries are populated from the auto-fill

feature if necessary.

Applying Premiums and Bonuses In many cases, Workday will automatically designate overtime and premiums for certain hours

and days worked. For instance, some workers will receive a Sunday premium when any time on

a shift falls on Sunday. However, some premiums cannot be determined by the time segment,

so they must be designated manually by the approver.

As an approver, you can use the Enter Time for Worker process to assign certain premiums

and bonuses.

Premium Types

Full-Day Premium codes are reserved for workers who spend all or part of the day serving in a

different job role. Eligible workers will be awarded a higher pay grade for the full day worked.

Select an option for these fields when you need to apply these premiums. Premium options will

only display for workers who are eligible for them.

Worked Day Off overrides can be assigned to time segments where an eligible worker is asked

to come to work during their normal off time. Eligible workers will be awarded a higher pay

grade for such hours worked. Select an option for these fields when you need to apply a

premium. Examples of premium types include:


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Call Back – a worker in select unions may be called back into work after his/her shift

has ended or called into work on a normal day off, such as a weekend day. If the worker

is called back on the same day as a normal work day, this premium should be applied to

a separate shift on the same day as the regular shift.

Call Back Snow Removal – a worker is called back to work after his/her shift has ended

or called into work on a day off to perform snow removal.

Call In Early – a worker is called to work early, for example, for snow removal. This

should be applied on the same shift as the regular scheduled worked shift.

Interrupted Vacation – a worker is called to work on a scheduled vacation day.

Worked on Personal Holiday – a worker is called to work on a scheduled Personal

Holiday.

Note: Time Approvers should refer to the Collective Bargaining Agreement for their

specific union for a list and instructions of when to apply any premiums.

Providing a Lump Sum Premium and Higher Grade Differentials Workday gives you a way to indicate when a worker should receive a lump sum payment. A

lump sum premium is a single bonus payment for work performed that is not time based. An

example would be if an actor received a lump sum payment for a performance in a promotional

video.

A worker might get a Higher Grade Differential (HGD) for performing work at a level above the

assigned job. These premiums are not associated with a time block and will display at the top of

the timesheet.

To Apply a Premium

1. Click on the Team Time worklet



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3. Enter in the name of the Worker in the Worker field, and the Date field for the period of

time being reviewed.

4. Click OK.

5. The timesheet will display for the selected week. Click on the timesheet to open up a

time block.

6. In the Time Type field, click on the prompt icon to select the appropriate premium being

applied.


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a. For a Lump Sum Premium, use the drop down menu to select this from the list.

b. For a Higher Grade Differential, use the drop down menu to select this from the

list.

7. The time block will now display the Dollars field. Enter in the amount in this field.

8. Click OK when complete.


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Correcting Time Use the Team Time worklet if you want to make changes to the start and end times for a

worker. You will see the worker’s daily time in time blocks for convenient viewing, correcting,

and approving.

As a time approver you can correct entered time. You may also need to:

Adjust in and out times when a worker was unable to clock in or out during time actually

worked

Amend incorrect time blocks when a worker forgets to check in or out;

Apply premiums and overrides as appropriate.

Current Workers You may also have to correct time for current workers who may have neglected to clock in or

out. However, you should keep your corrections to a minimum. Remember it is against

University policy to falsify time records. Only agree to correct a time entry for another worker

when you are certain the change accurately reflects the worker’s attendance.

Correct Time for Worker 1. Click on the Team Time worklet.




field.


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4. Click OK.

5. Click on the time block that needs to be corrected.

6. When the time block opens up, fill in the appropriate fields based on the correction type

you are making.


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In the Time Type field, select the applicable field regarding the correction you

are making.

Adjust the In and Out fields if the entered time needs to be corrected.

Select the appropriate Out Reason to adjust a workers time if they checked out

for their Meal or the end of their work period.

Select the correct position from the Position field menu to correct worker’s time

entries under the incorrect position.

7. Click OK.

8. Click Submit when you have completed correcting the entered time.


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Correcting a Lunch Break There may be situations when you want to change a lunch break to worked time or even paid

absence time. For instance, consider these examples:

A worker who has a scheduled one-hour lunch break wants to take a half-hour lunch and

leave work a half-hour early that day.

A worker becomes ill at work and clocks out after working four hours. The worker clocks

out before a scheduled lunch break and takes the rest of the day off. The worker wants

to insert sick pay time for four hours.

In both examples, you will have to correct the worker’s time. If the worker is assigned a

schedule with a built-in lunch break, the system will generate the break automatically when time

is entered for the day. To correct time that occurs during a lunch break, you must waive the

automatic lunch that is generated on the schedule by adding a time block called Waive Lunch.

As a time approver, you can use that time entry code to remove the automatic lunch in

Workday. Once the Waive Lunch time type is entered, you can manually correct time for the

worker as needed.

Waive Lunch Process 1. Click on the Team Time worklet

2. Click Enter Time for Worker.


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3. Enter the Worker name in the Worker field, or select their name from the drop down

menu. Enter the Date for the specific day that needs to be adjusted.

4. Click OK.

5. The timesheet will now display. Click on the timesheet to open a new time block, or click

on the Enter Time button located on the bottom left hand corner of the screen and

choose Enter Time.


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6. Once the time block opens up, click on the prompt icon in the Time Type field, and

select Waive Lunch.

Note: For workers with multiple positions, be sure to select the correct position listed in

the Position field.

7. Fill in the Hours field with the hourly amount of the worker’s lunch to remove the

automatic lunch from the timesheet. Completing this step will remove the existing lunch

break. If the worker took their lunch time in a different increment, that time will need to

be reflected on the time block.



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9. The waived lunch will now appear on the timesheet.

10. Click Submit to route the correction.

11. A confirmation page will display summarizing the correction being routed for approval.

Click Submit.

12. The next page will display confirming the correction has been successfully submitted.


If the existing time block needs to be corrected, open up the time block to adjust any of

the In and Out fields to reflect the newly worked time.


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Schedules Many biweekly workers are assigned work schedules with shifts. In Workday, shifts are labeled

as scheduled events. Schedules identify the times and days a worker is expected to work. For

example, a schedule may include shifts for Monday through Friday from 8:00 am to 4:00 pm,

with a 30 minute lunch.

Some workers may be on open schedules, with no fixed start and end times. Rounding or

scheduled lunch breaks do not apply to workers on open schedules.

Workers should clock in and out accurately according to schedule. Clocking in early or out late

may add increments of overtime to the workers’ records. To avoid paying unapproved overtime

hours, each department will need to establish rules for clocking in and out according to

schedule.

Time is interpreted according to university policy and specific union bargaining agreements.

These rules are programmed into Workday and time is calculated and paid out accordingly.

Note: Full day workers who are on an open schedule will need to clock in and out for

lunch.

To Assign a Work Schedule 1. Click on the Team Time worklet.

2. Under the View section, click on My Team’s Schedule.

3. Enter in the Date.


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4. Fill in the Worker field by typing the name of the worker, or choosing the name from the

drop down selections.

5. The worker’s schedule will now appear.

6. At the bottom of the screen, click on Add Event and choose the option to Assign Work

Schedule.


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7. The Assign Work Schedule page will display.

Fill in the following fields including:

Worker: Enter in the name of the worker or select them using the drop down

menus.

Start Date: enter the date for the schedule to begin.

End Date: enter the date for the schedule to end if necessary.

Note: It is recommended to leave the End Date field blank. This will help

avoid any overlapping schedules for future correction.

Work Schedule Calendar: choose from the list of schedules from the drop down

menu


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Edit a Scheduled Event As a time approver, you can assign a temporary schedule change to accommodate instances

where a worker works a different schedule for a set period of time.

Scheduling a shift change allows you to better track your approvals. If you do not edit a

scheduled event and the worker works a different shift, the worker’s time will still be reported

properly and the worker will be accurately paid.

In some cases, you may not want to adjust the entire schedule, but merely adjust the start and

end times for one specific day. You can make these adjustments by editing the scheduled

events within the work schedule.

To Edit a Scheduled Event 1. Click on the Team Time worklet.

2. Under the View section, click on My Team’s Schedule.


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3. Enter in the Date.


drop down selections.

5. The worker’s schedule will now appear.


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6. You can click on the time blocks to edit the individual time entries for each day to adjust

the start and end times.


To View Team Schedule: As a Time Approver, you can use the My Team’s Schedule button to view the schedule

for an individual worker, or multiple workers on your team.

1. Click Team Time worklet

2. Click My Team’s Schedule


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3. Populate the Date field and the Workers field with the names of the workers you

wish to view.

a. You can also click the Prompt icon to use the sub menus and drill down to select

the members of your team

4. The calendar view will display and all schedules will be listed out in a weekly format.


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Schedule Errors If a schedule is assigned and overlaps with an existing schedule, a soft error notated in orange

will display. While you can still proceed with your process with this type of error, Time Approvers

should be aware of these conflicts to make the appropriate adjustments if necessary.

It is recommended to leave the End Date field blank so that workers will not have a blank

schedule. This can potentially cause issues with premiums such as working on unscheduled

days for applicable union workers.

Approving Time Once you have viewed and/or corrected a worker’s entered time, you can proceed to approve

the submissions. As a Time Approver, tasks will appear in your Workday Inbox for all of the time

entries that need to be approved. If further corrections are needed from the worker, you can

send the submitted entry back to the worker or even deny the time entry.

When approving Time in Workday, you can choose from a few responses to approve or deny

submitted time entries.

Approve: this selection approves the entered time and updates the status on the time

block as Approved.


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Send Back: this option does not approve the submitted time, and sends a task back to

the worker along with a reason why the time was not approved. This option should only

be used for timesheet workers. All other workers will not have the ability to correct their

time once submitted.

Note: Using this feature will allow the worker to correct their time, however

this option will not restrict the time from being paid whether or not the

corrections are made.

Deny: this option is used to deny the submitted time entry, and allows you to state the

reason for the denial. Please note that using this option will terminate the entire business

process.


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Note: Using this option will prevent the time from being paid.

How to Approve Time 1. When a worker submits their entered time, a task will appear in your Inbox. To check

the task, click on the cloud icon in the upper right hand corner of the Workday

homepage and click on Inbox. Tasks typically appear with an orange badge icon

indicating the number of new tasks housed in the Inbox.


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2. The Inbox will now display. Click on the tasks listed in the Action column. Tasks that

indicate time that needs to be approved will typically read: “Time Entry: Worker

Name “along with the hours and time period that is needing approval.

3. After clicking the task you choose to view, the task will display in the main window. A

chart displaying the entries to approve including the specific “in” and “out” times,

holiday, or scheduled time will display.

4. Click the Green Approve button to approve the entered time.


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5. A confirmation page will display showing the entered time has been approved. Click

Done to complete the process.


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Summary In this chapter, you learned how to:

Describe the role and responsibilities of a Time Approver for tracking time

Access the Team Time worklet to review a worker’s recorded time

Review time entries for workers

Enter and correct time for workers

Apply premiums where necessary

Make temporary schedule changes for biweekly workers

Approve entered time for workers in your organization


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Chapter 5: Absence Management


Identify the worklets used as a Time Approver for Time Off

Recognize the types of absences used to request or report time off.

Instruct workers how to view time off balances

Describe the procedure for requesting time off in Workday.

View absence requests for individual workers and your team

Correct Time Off requests for workers

Approve requested time off

Introduction As an approver, you will have responsibility for the following absence management activities:

Reviewing and approving reported absences and pending requests for scheduled time

off

Reviewing and approving Monthly Confirmation Reports for exempt workers

Entering reported and scheduled absences on behalf of workers if necessary

Sharing accrual and report information to workers.

To manage absences in Workday, the main worklets that are used to request time off and to

review your team’s absences are the Time Off and Team Time Off worklets.


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Time Off

The Time Off worklet located on the Workday homepage is your main area to complete

activities related to reporting absences and requesting time off.

When you click on the Time Off worklet, there are three main areas to review:

Request: this section is where staff can report absences and request scheduled time off

View: this section is where staff can review any input time off, balances, and time off

results by period

Available Balance as of Today: this section provides a quick summary of accrued

hours


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Team Time Off

The Team Time Off worklet is the main area where you as a time approver can take action on a

workers entered time off, as well as view reports and absences for your team.

Actions: this section is where you can enter or correct time off on behalf of a worker

View: this section is where you can view reports, and summary views of time off and

absences for your team.


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Time Off Types

Time Off requests, or absences, are any scheduled or unforeseen dates where a worker does

not report to work. Future absences are typically any vacation days or personal holidays that the

worker plans in advance. The type of time off types that are available will depend on the position

of the worker, and if they are on any specific leave type. Workers should refer to the HR policy

or their supervisor for any questions on the absence types available to them.

Paid Time Off Balance Paid time off is available to workers according to their accrued time. At the University of

Chicago, workers can accrue paid time off in three banks:

Vacation time

Sick time

Personal holidays

Accruals are automatically calculated by Workday based on your employment history. They are

awarded based on payroll completion. You will be able to view the vacation and sick accrual

awards by clicking the Time Off Balance report.


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Viewing Paid Time Off Balance Paid time off is available to you according to your accrued time or as described by University

policy (for example, jury duty).

Viewing paid time off balances, or accruals, allows you to see how many days are available to

you for vacation, personal holidays, and sick time. You should check your available accruals

before requesting time off. To view your accruals, simply click on the Time Off worklet, and view

the section titled Available Balance as of Today which will provide a summary of the accrued

hours as of the current date. You can also view a detailed report of your accruals using the

Time Off Balance with Cap report.


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To View Time Off Balance: 1. View and Select Time Off worklet from your home page.

2. Under the View column, click on Time Off Balance with Cap.

3. Populate the Effective as of Date if needed and click OK.

4. The page will display a chart with the accrued balance for each of the Time Off plans including Banked Holiday, Sick Leave, Vacation, and Personal Holidays for benefits eligible staff.


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Reporting Time Off All workers are responsible for reporting unscheduled time off. In most cases, unscheduled

absences will be for unforeseen sick time and emergencies. Other absences such as vacation

and personal holidays should be scheduled in advance using Workday.

In addition to reporting past time off, workers can request future time off. Planned absences

include vacation time, personal holidays, and sick days. Workers should first check their

accruals to make sure they have paid time off available. Use the following process to instruct a

worker on how to request time off, or to request a scheduled absence for yourself.

Note: Workers on an open schedule can request time off as long as they have the

adequate time accrued.

To Report Time Off: 1. Click on the Time Off worklet

2. Under the “Request” section, click Time Off


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3. On the calendar display, click on the individual dates that you are reporting as

absences. The selected calendar dates will turn blue.

Note: To choose multiple days in a row, you can click and drag your mouse across

several dates. You can also hold down the Control (Windows)/Command (Mac)

button and click to select multiple days that are not in sequential order.

4. Click the green button titled Request Time Off located in the bottom left-hand corner

of the screen


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5. Fill in the Type field from the list of absences types, along with the Daily Quantity

field with the number of hours you are reporting as absences. For multiple days,

indicate the daily quantity instead of the total work hours.

Enter time in increments of 0.50. (Ex: If 5 days off are requested, instead of populating

40 hours of total time requested, a default value of 8 will populate in the Daily Quantity

field.)

Note: The Daily Quantity field will default to your daily scheduled work hours. You

can adjust the quantity as needed.


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6. Click Submit when complete.

Time Off Balance Errors For time off such as sick and vacation, workers will only be able to report an absence if they

have accrued enough hours. The worker will see the following error for a previously scheduled

absence if hours are unavailable at the start of that day:


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The error will also appear when the worker or approver attempts to use an absence when the

time off balance is not available.

Enter Time Off for a Worker As an approver, you can also schedule an absence for a worker in the event that a worker

cannot enter their own time.

To Enter Time Off for a Worker: 1. Click on the Team Time Off worklet.

2. Under the Actions section, click Enter Time Off.


drop down selections. Click OK.

4. On the calendar display, click on the individual dates that you are reporting as absences.

The selected calendar dates will turn blue.


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Note: To choose multiple days in a row, you can click and drag your mouse across

several dates. You can also hold down the Control (Windows)/Command (Mac)

button and click to select multiple days that are not in sequential order.

5. Click the green button titled Request Time Off located in the bottom left-hand corner of

the screen

6. Fill in the Type field from the list of absences, along with the Daily Quantity field with

the number of hours you are reporting as absences. For multiple days, indicate the daily

quantity instead of the total work hours.

Enter time in increments of 0.50. (Ex: If 5 days off are requested, instead of populating

40 hours of total time requested, a default value of 8 will populate in the Daily Quantity

field.)


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Note: The Daily Quantity field will default to your daily scheduled work hours. You

can adjust the quantity as needed.


Banking a Holiday Some union workers and non-union University workers who work on a scheduled holiday have a

choice of either receiving an extra full day’s pay for the holiday or banking the holiday in their

accrual bank. If they bank the holiday, they can use those hours as a paid absence on another

day prior to or after the actual holiday date.

In order to bank the holiday, the worker must have worked at least part of the holiday. The

worker must tell their approver to bank the holiday. The approver must then use Workday to

indicate a banked holiday.

The worker will need to use the paid absence within a predetermined number of days before or

after the actual holiday. Please refer to the respective collective bargaining agreement for the

exact number of days allowable for using a Banked Holiday before and after the actual holiday.


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Viewing Time Off You can view all time off requests in your queue or in another worker’s queue. Viewing all

absence requests may help you better plan your team’s schedule.

To View Time Off Requests: 1. Click on the Team Time Off worklet

2. Click All Time Off

3. Fill in the Organizations field with your Supervisory Organization. You can choose

the Prompt icon to select from the sub menus and select My Organization to fill in

this field.


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4. Populate the Start and End Date fields if needed to review time off requests during a

certain time period.

5. Click Ok.


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6. The calendar view will now display with a list view of requested time off, along with a

category of Approved, Pending, and Denied requests.


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Viewing the Team Absence Calendar The Team Absence Calendar allows you to view all of the reported time off in a calendar format

for the workers on your team.

To View the Team Absence Calendar 1. Click on the Team Time Off worklet

2. Under the View section, click on Team Absence Calendar

3. Fill in the following fields:

a. Organizations

b. Workers

c. Include Self: click this checkbox to include yourself on the calendar display

4. Click OK

5. The calendar will display with the worker names, and any time off reported on the

day requested.


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Correcting Time Off for Workers If a worker requests an absence and you approve it, the absence will appear on the worker’s

schedule. If a worker wishes to cancel or correct time off, you as the approver, can correct the

absence from the worker’s schedule. This process is typically used after the request has been

approved, and corrections are needed.

To Correct Time Off 1. Click on the Team Time Off worklet.

2. Under the Actions section, click on Correct Time Off.

3. Type in the worker name into the Worker field, or select them from the drop down menu.


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4. Click OK.

5. Once the calendar displays, click on the event you are choosing to correct.

6. The event will display showing specific rows for the reported absence dates. Click the

check mark for each row you are choosing to correct. For reported absences with

multiple dates, you can check the Select All box.


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7. To correct a reported absence, there are several options to choose from:

To remove an absence, click on the minus sign to remove the row containing the

requested time off

To adjust the absence type, select the corrected absence type from the drop

down menu

To correct the amount of hours requested, fill in the Daily Quantity field with the

corrected units.

8. Click Submit when complete. Your corrections will now be reflected on the workers

timesheet.

Note: The absence day(s) will be corrected on the worker’s schedule. Also for any

absence changes, any accruals reserved for future use will be released and available for

future scheduling. Workers will have the ability to delete an absence as long as it is not

approved.


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Approving Time Off When approving Time Off in Workday, you can choose from a few responses to approve or

deny submitted time off requests.

Approve: this selection approves the entered time off and updates the status as

Approved.

Send Back: this option does not approve the submitted time off request, and sends a

task back to the worker along with a reason why the request was not approved.

Deny: this option is used to deny the submitted time off request, and allows you to state

the reason for the denial. Please note, using this option will terminate the entire business

process.

Note: Using this option will restrict the time off request from being paid.


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As an approver, you will need to approve (or deny) time off for your workers. When you approve

an absence, the worker’s schedule is automatically adjusted to show the absence. Remember,

workers on an open schedule can request time off as long as they have the adequate time

accrued. After a worker requests an absence, you will receive a task via the Inbox requesting an

approval. You should approve any absence requests right away.

To Approve Pending Time Off Requests 1. On the workday homepage, click on the Cloud Icon located in the upper right hand

corner of the screen. Click on Inbox to view tasks. An orange badge will appear on

the cloud icon anytime a new task arrives in the Inbox.

2. The Time Off Request task will display. In the task, select the green Approve

button to approve the time off request. You can click on View Balances to view the

workers accruals for verification.


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3. A task displaying the successful approval of time off will display. Click Done to

complete the process.


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Identify the worklets used as a Time Approver for Time Off

Recognize the types of absences used to request or report time off.

Instruct workers how to view time off balances

Describe the procedure for requesting time off in Workday.

View absence requests for individual workers and your team

Correct Time Off requests for workers

Approve requested time off


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Chapter 6: Using Monthly Time Off Confirmation

Reports


View, correct, and submit your own Monthly Time Off Confirmation Reports.

View, correct, and approve your workers’ Monthly Time Off Confirmation

Reports.

Overview The Monthly Time Off Confirmation Report is only required of monthly-paid workers. All monthly,

non-academic workers must complete and submit a Monthly Confirmation Report by the last

work day of the month.

If you, as an approver, are a monthly staff worker, you are also required to submit a Monthly

Time Off Confirmation Report.

Submitting Your Own Monthly Time Off Confirmation Report 1. Click the Time Off worklet.

2. Under the Request section, select Time Off.

3. The monthly calendar will display. To confirm all monthly absences have been

requested, select a date on the calendar and click on the green Request Time Off

button.


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4. The Request Time Off pop up window will display.

5. The In the Type field, choose the Prompt icon to display the drop down values. Select

“Monthly Time Off Confirmation” from the list.

6. In the Reason field, click the Prompt icon to choose “Select this to confirm all time off

requests have been submitted for this month” value.


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Approving a Monthly Time Off Confirmation Report If you are an approver, you have the authority and responsibility to review and approve Monthly

Time Off Confirmation Reports for any monthly-paid employees assigned to you. Time

Approvers who are biweekly-paid may in some cases serve as approvers (delegates) who

approve Monthly Time Off Confirmation Reports.

Note: Monthly Time Off Confirmation Reports should be approved in chronological

order. For instance, if September’s report for a worker is not approved, you should

reach out to the worker as a reminder to submit the report prior to submission for the

next month’s report. Workday will not prevent the submission of future reports.

To Approve a Monthly Time Off Confirmation Report: 1. Access your Inbox from the cloud icon in Workday.

2. Click on the specific time off request from the Actions column.


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3. Click Approve, Send Back, or Deny from the main window.


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View, correct, and submit your own Monthly Time Off Confirmation Reports.

View, correct, and approve your workers’ Monthly Time Off Confirmation

Reports.


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Chapter 7: Reports


Recognize the purpose of the various data reports available to you as a Time

Approver.

Run data reports in Workday.

Introduction As a Time Approver, reports can help you track information on your workers for your own

purposes. Reports can also aid you in delivering information to other management and

administration personnel. In addition, you may need to run a report in order to answer a

worker’s question regarding time data.

Various reports will be accessible through the related worklet. For time tracking reports, access

the Time or Team Time worklets. For reports related to absence management, use the Time Off

and Team Time Off worklets. Additional reports are available by using the search function, and

typing in the prefix of “RPT” in the Workday search bar.

You can run a report on demand or schedule a report to run on a recurring basis. By filtering the

information, you can easily manipulate the data that displays in your selected report. Options to

export the list to Excel and print as a .pdf file are also available.


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Report List The list below outlines the frequently used reports for time approvers, and Human Resource

Partners.

ID #

Name Request Description

1T RPT Workers with No Time Entered Returns non-exempt workers with no hours entered for a given period.

2T RPT Workers with Time Entered but Not Submitted Returns timesheets that have been submitted but not approved.

3T RPT Time Exceptions for a Period Returns workers that have errors with their time tracking data by time frame (e.g. two simultaneous time blocks, more than 24 hrs. etc.).

4T RPT Reported Time Status for a Period Shows the status of timesheets for a given period (submitted, approved, has exceptions).

5T RPT Scheduled vs. Worked - Time Day Compares when workers clock in and out vs. their scheduled in and out times.

6T RPT All Work Schedules for Worker Allows managers, Time Approvers and HR Partners to view their team schedules.

7T RPT Overtime Hours by Org Returns all overtime hours for a given organization broken down by worker.

8T RPT HGD & Lump Sum Audit Shows when Higher Grade Differential or Lump Sums have been applied to someone's time and for what amounts.

9T My Team's Reported Time For Time Approvers, this report provides the hours worked by day for workers.

10T Timesheet Audit Report For central users, returns raw data vs. edits made to time cards by day.

11T Payroll Changes Unprocessed for Retro (filter for time, exclude benefits and comp changes)

For payroll, provides Time adjustments for prior pay periods to ensure the impacted employees are identified.

12T Unmatched Time Block Report Report used to alert Time Approver of unmatched time. I.e. workers who clocked in but did not clock out.

13T RPT Holidays Only Holidays Only - The only paid time recorded for the person is the university holiday in the pay period. This is used to remove paid holiday as the employee will likely not be eligible for this pay.


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ID #


14T Workers with Simultaneous Check-ins An audit to find workers with multiple jobs who have checked-in to two or more jobs at the same time without the system stopping them. This is meant to prevent workers with multiple jobs from getting paid for 'time worked' simultaneously.

15T Day of Week Analysis Last 12 months of time off for the worker(s) selected in the prompts. Shows the distribution of time by day of the week.

16T RPT Resource Time Reported Previous Quarter Matrix report that takes all time blocks and groups them by job profile. The total hours are tracked based upon the previous quarter. Prompts: Calculated Date. Recommend removing from list.

17T Workers Work Schedule Calendar This report shows all workers in a given work schedule.

18T RPT Pay Calculations Results Earning-HR & Budget Partner Audit

For HR Partners, this report returns the total hours, rate, and amount submitted on each position by earning within a pay period for your organization.

19T Approval Needed For Time approvers, returns the Biweekly time cards that are not approved. Supports alerts to departments for unapproved time and for mass approval. Displays all Time Approvers for that organization.

20T Late Arrival / Left Early Calculates the quantity of time the worker was late or left early. Report ignores rounding and looks at punch data. Only returns workers who have come late or left early.

21T One Day Rest in Seven Returns workers who have clocked 7 subsequent days with the identified time week (i.e. Sunday - Saturday, does not cross weeks). Weekly alert. There will also be a separate report to pull in all employees who have worked six days straight.

22T Overtime_Trending_By_Month This report shows overtime broken out by organization and month.


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ID #


23A RPT - Eligible Time Off Plan for Worker RPT - Time Off Plan Analysis

Returns workers in an organization that are eligible for PTO accruals.

24A RPT - Banked Holiday Audit Banked Holiday should be used 14/28 days after accrual. Provides the number of days since taking the banked holiday so balance can be zeroed out.

25A RPT - Monthly Confirmation Taken RPT - Monthly Confirmation Last 12 Months RPT - Monthly Confirmation Last 12 Months for Employee

Provides a list of months employees didn't complete their monthly confirmation report. On each month a report will be scheduled to show who has taken the report. An audit can be run over the previous 12 months to show which periods the employee confirmed their time.

26A RPT Time Off Balance with Cap Shows the max balance of PTO plans for the year.

27A RPT Forecasting Absence Report For HR Partners and Time Approvers only, this report uses the prior month balance to provide a forecast of a worker’s accrual over the course of a period. Doesn’t include any requested future time off for the worker.

28A Time Off Result by Period Provides the accrual and time off taken for a prior pay period.

29A Time Off Balance / Time Off Results Summary To-date balances for current period.

30A RPT - Vacation at 80% or Greater Returns workers who are at 80% of their vacation accrual maximum.

31A Time Off Results Summary Personal Holiday balance remaining. Generally run at end of year to remind workers to use time. When Completed combine with accrual for worker.


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ID #


32A Leave Results for Organization Displays FMLA entitlement, status, FMLA entitlement used over a period of time.

33A View All Worker Time-off View time off requests for the current week as a whole without having to receive a notification or Inbox item for each and every one.

34A My team's upcoming time off Returns upcoming Time off in the next 12 Months. It can also be used to input a start and end date to determine whom in your supervisory organization has requested time off in advance.

35A RPT - Time-off Analysis Review the requested sick time requested over a period of time


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Recognize the purpose of the various data reports available to you as a Time

Approver.

Run data reports in Workday.

There are many other types of reports that can be run by HR and Payroll administrators. These

reports give you an easy way to assess and plan your workforce usage.


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Chapter 8: Additional Information

Human Resource Partners In Workday, Human Resource Partners (HRP) will mirror the same functionality as Time

Approvers to help them administer to the department or entity as a whole.

HR Partners can enter and correct time, and address most of the issues that may arise within

their supervisory organization. HR Partners can also request and correct absences on behalf of

the worker. These tasks will route to the Time Approver’s Inbox for approval instead of the HR

Partner’s Inbox.

Requesting and Approving Vacation Advances A biweekly employee may request a vacation pay advance using Workday. Vacation advances

are only allowed for five consecutive days or greater within a given pay period. Advances are

not available for personal holidays or sick time. These requests will be routed to the Payroll

team for additional approval.

Note: A vacation advance should be submitted by the approver ten days prior to the

first vacation day. If the request is submitted within the ten day processing period, the

advance may not be processed.

Intermittent Leave When a worker is placed on intermittent leave, they can supplement any additional time using

FMLA Sick or FMLA Vacation. The HRP or worker as self can enter in this absence in Workday

using the specific absence types.


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Appendix A: Resources University of Chicago Workday website:


Workday Login page:

https://wd5.myworkday.com/uchicago/login.flex

Workday Support email:

[email protected]

HR Policies

https://humanresources.uchicago.edu/fpg/policies/index.shtml

Employee Handbook

https://humanresources.uchicago.edu/fpg/handbook/2017-08-

17%20Employee%20Handbook.pdf

FOR ASSISTANCE CONTACT:

Shared Services Office: Service Desk

Submit your question here

Call 773-702-5800, M-F 8am – 5pm


https://wd5.myworkday.com/uchicago/login.flex


https://humanresources.uchicago.edu/fpg/policies/index.shtml

https://humanresources.uchicago.edu/fpg/handbook/2017-08-17%20Employee%20Handbook.pdf

https://humanresources.uchicago.edu/fpg/handbook/2017-08-17%20Employee%20Handbook.pdf

https://uchicago.service-now.com/sso?id=ssc_sc_cat_item&sys_id=2cc0e21213c8030027255eff3244b024


workday time and absence time approver user guide · 2019-07-02 · workday time approver user...

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